Explanation
The Refuse Collection Division currently operates a low band VHF radio system to effect essential communications between supervisors and vehicles in the field. Two-way radio communications are necessary for safety purposes. This existing system suffers from a number of shortfalls, including its inability to facilitate inter-division communications and its growing obsolescence relative to state-of-the-art communications technology.
The Public Safety Department's Support Division notified the Refuse Collection Division some time ago that it will eventually cease supporting the Refuse Collection Division's present radio system. The stocking of parts and even their availability will become increasingly problematic. Refuse Collection represents the largest City of Columbus entity that has not already converted to 800 MHz - the Safety Department, Public Utility Department divisions and Transportation Division have all previously switched to this system.
The Federal Communication Commission (FCC) will eventually either preclude the Division's use of the existing low band radio system or otherwise force its conversion to 800 MHz. The effective date of this mandate is indefinite but it will inevitably occur.
Representatives of the Refuse Collection and Support Services began meeting in May 2005 to analyze the situation, examine options and recommend a course of action. It was determined that the wholesale replacement of the existing low band system with an 800 MHz system is in order. To that end specifications were prepared and formal competitive bids were solicited and received on January 5, 2006 (SA001852). Bidders were given the option of submitting bids for programmed radio equipment and/or removal and installation.
Bids were received from four (4) vendors for 227 truck-installed and 12 portable radios, 3 base stations and ancillary equipment as follows:
Motorola, Incorporated, Glen Rock, New Jersey
Motorola model XTL 1500 radios - $438,324.00 including removal of old radios/installation of new radios (did not meet specifications)
Motorola model XLT 2500 radios - $612,105.00 including removal of old radios/installation of new radios. They did not offer a trade-in price for existing radios.
Advanced Wireless Communications, Incorporated, Wixom, Michigan
EF Johnson radios - $425,524.79 for radios only (no removal/installation). One (1) bid for radio removal/installation (only) was received for ComProducts, Inc., dba B & C Communications, Columbus, Ohio, for $26,855.00. Combining these amounts totals $452,379.79. As the radios must be installed in order to be functional, $452,379.79 represents Advanced's bid amount for purposes of analysis. This vendor did not offer a trade-in price for existing radios.
BearCom Group, Incorporated, dba Bear Communications, Incorporated, Columbus, Ohio
EF Johnson radios - $476,336.00 including removal of old radios/installation of new radios. This bidder offered a $10,000.00 bid deduction (minimum) for the trade-in of existing radios. They also offered a $22,700.00 bid deduct for radios purchased with 256 channels instead of their standard 512 channels; the division feels that 256 is sufficient. Finally, a one percent (1%) local vendor credit is applied to this vendor's bid; this credit is calculated by multiplying the low bidder's bid amount ($452,379.79, see above) by .01; this credit equals $4,523.80. Bear Communications' bid total for contract award determination purposes is $439,112.20 (476,336.00 - 10,000.00 - 22,700.00 - 4,523.80).
ComProducts, Incorporated, dba B & C Communications, Columbus, Ohio
radio removal/installation (only) for $26,855.00
It is the recommendation of the Refuse Collection and Support Services Divisions that a contract be awarded to Bear Communications, Incorporated, in the amount of $443,636.00 for the purchase of a new 256-channel 800 MHz radio system as this is the lowest, best, most responsive and most responsible bid. Bear Communications, Incorporated's constract compliance number is 95-3868203; and expires 2/21/07.
Fiscal Impact: Funds for this purchase are budgeted and available within the Refuse Collection Division's 2005 Capital Improvement Budget in the 1995, 1999, 2004 Voted Refuse Collection Fund in the Mechanized Collection System project.
Title
To authorize the Finance and Management Director to enter into contract with Bear Communications, Incorporated, for the purchase of an 800 MHz radio system and ancillary equipment for the Public Service Department, Refuse Collection Division; and to authorize the expenditure of $443,636.00 or so much thereof as may be needed from the 1995, 1999, 2004 Voted Refuse Collection Fund. ($443,636.00)
Body
WHEREAS, the Refuse Collection Division currently operates a low band VHF radio system to effect essential communications between supervisors and vehicles in the field; and
WHEREAS, this existing system suffers from a number of shortfalls, including its inability to facilitate inter-division communications and its growing obsolescence relative to state-of-the-art communications technology; and
WHEREAS, it was determined that the wholesale replacement of the existing low band system with an 800 MHz system is in order; and
WHEREAS, to that end specifications were prepared and formal competitive bids were solicited and received on January 5, 2006 (SA001852); and
WHEREAS, it is necessary to enter into contract for the purchase of a 800 MHz radio system and ancillary equipment to enhance vehicle operator safety by assuring effective and fail-safe communications; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and hereby is authorized to enter into a contract with Bear Communications, Incorporated, for the purchase of an 800 MHz radio system and ancillary equipment for the Public Service Department, Refuse Collection Division.
SECTION 2. That for the purpose of paying the cost thereof, the sum of $443,636.00 or so much thereof as may be needed be and hereby is authorized to be expended from Fund 703, the 1995, 1999, 2004 Voted Refuse Collection Fund, Department No. 59-02, Refuse Collection Division, Object Level One Code 06, Object Level Three Code 6644, OCA Code 644419 and Project 520001.
SECTION 3. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.